Region:
Name of the organisation:
5. Working sheet to prepare a debriefing report
Maize action research, August-September 2011
Introduction: Working sheet to prepare a debriefing report
This document helps to prepare a debriefing report. It is structured in 6 parts:
1. Brief presentation of the PO (for the chapter 1 of the debriefing report)
2. Table to classify the self-assessment eight areas in three categories (for the chapter 2
of the debriefing report)
3. Table to insert the topics of the eight areas in an ascendant order (for the chapters 3
and 4 of the debriefing report)
4. Table to make a general overview of the scores given to the topics (for paragraph 5.1
of the debriefing report)
5. Table to show the priorities (for paragraphs 5.2 and 5.3 of the debriefing report)
6. Table showing major challenges per area (for paragraph 5.4 of the debriefing report)
The next pages give explanations on how to fill the tables
1.
Brief Presentation of the PO
Procedure:
The next tables can be filled in according to the basic information obtained from the
first interview with the PO.
Once prepared, this part is the chapter 1 of the debriefing report.
Name of the PO
Community
Department
Region
Reasons and circumstance
for the setting up of the PO:
The process to obtain an
official legal status:
Year to obtain the legal
status
Paid staff
Total
number
of
the
members
Male members
Female members
Evolution of the number of
members
General Assembly
Number of elected board
members
Representation of the male
and female members in the
board
Years in office of the
President,
SG
and
the
treasurer
Member numbers in 2007:
Member numbers in 2009:
The general assemblies were held in
There are …. elected positions. Their function is:
The president is in his/her position since …..
The SG is in his/her position since ….
The treasurer is in his/her position since ….
The PO distinguishes small and large producers as follows:
Criteria
Farm size
Cultivated maize area
Small producers
Large producers
Not more than ...... ares
Not less than ...... ares
These
parcels
do
not These parcels are not less
exceed......... ares
than ......... ares
Maize production
The
production
does
not The production is not less
exceed...... tons
than ........ tons
Productivity
Productivity does not exceed Productivity reaches at least
...... kg per hectare
........ kg per hectare
Cattle
A small producer does not A big producer has at least
have more than.... cattle
...... cattle
Taking into account these parameters, the PO does the next categorisation:
Small producers: .. members, .. % of the members
Large producers: .. members, ...% of the members
Medium /intermediate members: .. members, ...% of the members
1
2.
Table to classify assessment areas in three performance
categories
The structure of the table is as below:
Low score areas
(< 50%)
-
....
....
Medium/intermediate
score areas
(50-75%)
....
....
High score areas
(>75%)
-
....
....
The areas having a score of 50% are certainly perceived as the areas where the
performance of the PO is very weak. It is certain that there are relatively many topics that
deserve attention (according the members). Certain specific topics can have high scores
despite the area being scored low.
The areas having a score of 75% or more are certainly perceived as the areas where the
performance of the PO is strong. There will probably be relatively less topics that require
attention. However, there might be specific topics that scored low despite the high scoring
of the area.
In most of the cases, the areas having average scores between 50 and 75 % are more. For
these areas, usually it is important to check well the specific topics that according to the
members require attention.
How to make the table:
Identify the average scores of the areas in the Excel sheet 2 and add these average
scores between brackets
1. Members and participation (...%)
2. Governance and internal communication (...%)
3. Management (...%)
4. Links with tires level (...%)
5. Production and productivity (...%)
6. Storage - conservation and processing (...%)
7. Market relation with value chain actors (...%)
8. Relations with other private and public actors (...%)
Add the area in relation of their average score in one of these three categories.
The table that is prepared in this way can be added in the chapter 2 of the general
results.
2
3.
Tables to add the eight areas in an ascendant order.
The basic table including the summary of the topics is at the annex of this guide. These
basic tables are also located in the framework of the debriefing report.
Process to add the topics in an ascendant order per area:
Use the annex of this guide (topics of the self-assessment) to add the average score
per statement.
Go to the database of the related PO self-assessment scores (Excel 2 – Benin maize PO
self-assessment (Region – name of the PO - Community)
Add the average scores obtained per statement on the printed working sheets.

-
You will find the scores per topics in line 27, starting from cell K27 (for
statement 1.1)
Add the average scores as noted in the electronic working sheets (annex)
Make the data entry of the scores in the working sheet.
Then add the topics/statements in order: the lowest scored ones to the top of the table
and the ones that scores higher at the bottom of the table
The tables prepared this way can be added to the chapter 3 and 4 of the debriefing
report about the eight areas of the self-assessment.
The “remarks” column can only have a content after the debriefing session where the
facilitator ask to the participants: “why these scores?”. This means that this part can
only be filled out after the debriefing session.
 The tables that are filled out this way are then placed in the debriefing report (chapters
3 and 4, the respective paragraphs on the eight areas of the self-assessment
3
4.
Tables to prepare a general overview of the topics scores
The basic structure of the table is as below:
Internal Organisation
Areas
<30
31-40
Scores
41-50
51-60
61-70
<30
31-40
Scores
41-50
51-60
61-70
1. Members and participation
2. Governance and internal
communication
3. Management
4. Links with higher tires
Service provisions to the members
Areas
5. Production and productivity
6. Storage-conservation and
processing
7. Marketing relations with the chain
value actors
8. Relations with other private and
public actors
How to make this table:
Add the topics (use the numbers of the statements) having a score less than70 in the
related columns.
o For example: a topic that scores 25 would be in the column “30”; a topic
that scores 49 would be in the colum “41-50” »)
Only put the scores less than 70.
The tables that are prepared this way can be inserted in the debriefing report (in
paragraph 5.1).
4
5.
Tables to present the prioritised topics
How to make the table:
Identify the “internal organisation” as well as the “provision services to the members”
topics that scores lowest: these are the primary priorities (not more than 10 primary
priorities):
Identify the other priority topics, these are the second range priorities
Present these priorities as below:
Primary priorities
Topics
Score
Remarks of the producers (why is it a
challenge?)
....
-
....
Second range priorities is as below:
Topics
-
Score
Remarks of the producers (why is it a
challenge?)
-
....
-
....
-
....
For this we can use the overview of the scores per topics (see point 2 of this guide), by
adding the lowest scores at the first position.
The tables that are prepared this way can then be added in the paragraphs 5.2 and
5.3.
5
6.
Tables with major challenges per area
The debriefing and the discussions of the self-assessment results lead to the topics that
members think should be improved. During the debriefing of the results, the major
challenges are discussed and the producer’s expresses the principal trends and options
that they can carry on themselves:
Presentation format, for each area:
« Title of the area »
Major
challenges
addressed
to
be
Concrete actions that can be taken by the
producers
....
....
-
....
....
-
....
....
These tables find their places in the paragraph 5.4 and can only be filled in after the
debriefing.
6
Annex: Topics of the self-assessment
1.
No
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
2.
No
2.1
2.2
2.3
2.4
2.5
2.6
2.7
Members and participation
Indicators
Members’ rights
Score
Remarks (why these scores?)
Members’ obligations
Economic spirit
Openness to membership
Active search of new
members
Participation to collective
works
Consideration of big and
small producers
Consideration of women
and men
Consideration of elected
and simple members
Consideration of political
affiliations
Solidarity of members
(credit guaranty)
Satisfaction of the
members of the provided
services
Governance and internal communication
Indicators
Respect to statutory
meetings
Transparent democratic
elections
Respect of the
constitution and
procedures (mandate
duration of the board)
Respect of the
constitution and
procedures (president
mandate)
Availability/ubiquity of the
elected responsible’s
Internal communication
(listening of the
members)
Internal communication
(information flow)
Score
Remarks (why these scores?)
7
No
2.8
2.9
2.10
2.11
3.
No
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
4.
No
4.1
4.2
Indicators
Internal discussion
(women participation)
Internal discussion (youth
participation)
Implementation of
decisions
Implementation of
sanctions
Score
Remarks (why these scores?)
Management
Indicators
Regular contribution of the
members
Secretariat – book keeping
Financial management
(procedure manual)
Financial management
(keeping of the financial
documents)
Financial management
(internal control)
Efficient use of financial
resources
Financial autonomy (Use of
own resources)
Financial autonomy
(contributions based on the
marketing of the maize)
Financial autonomy
(special contributions)
Relations with the banks
and IMF (obtaining of
credit)
Credit reimbursement
Score
Remarks (why these scores?)
Cost benefit analysis
Links with higher tires
Indicators
Information on first level
tires (UCP)
Access to technical
information through UCP
Score
Remarks (why these scores?)
8
No
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
5.
No
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
5.11
5.12
Indicators
Inclusive services
provided by UCP to the
cooperatives
Trainings organised by
the UCP
Steps taken by UCP for
better access to inputs
UCP support to access
government and TFP
supports
Information on second
level tires (URP)
Defending of common
interest of UCP towards
URP
Information on third level
tires (FUPRO)
Satisfaction of the
members of the UCP
services
Satisfaction of the
members of the URP
services
Score
Remarks (why these scores?)
Production and productivity
Indicators
Technical sheets
Score
Remarks (why these scores?)
Technical trainings
Demonstration parcels,
field schools
Access to seeds (new
varieties)
Access to seeds (quality)
Fertiliser group orders
Input stores
Farmyard manure –
composting
Access to pesticides
Information on rotation –
crop allotment
Information on plant
protection treatment
Facilitation of
mechanisation
9
6.
No
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
7.
No
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
Post-harvest: storage -conservation and processing
Indicators
Exchange on the best
storage techniques
Harvest timing and
techniques for storage
Pre-drying information
Score
Remarks (why these scores?)
Collective storage
(storage store)
Collective storage – as
bank guaranty
Active organisation in
maize processing
Training on flour
processing
Information on the use of
harvest rests
Discussion on yellow
maize in the organisation
Processing (possible
products)
Complementarity to
FUPRO between
producers and processors
Marketing relations with the actors of the chain
Indicators
Relations with
intermediates to facilitate
sales
Market research of the PO
Relations/negotiations
with traders
Constant research on
price information
Collective marketing –
group sales
Organisation of transport
Score
Remarks (why these scores?)
Collection points
Activities to improve the
weight transparency
Differed sales
Relations with white
maize processors
10
No
7.11
7.12
8.
No
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
8.11
8.12
Indicators
Relations with animal feed
processors for yellow
maize
Mediation of UCP to
access the market
Score
Remarks (why these scores?)
Relations with other private and public actors
Indicators
Mediation for quality
seeds
Mediation with input
providers
Advise on where to buy
fertilisers
Approach to research
institutes (CRA)
Participation to research
and experimentation
Mediation with the
banks/IMF
Support for the
preparation for a bank
credit
Awareness raising support
(CECPA)
Relations with the
community for maize
cultivation support
Approaching the donors
Defending interest in front
of the local authority
NGO project development
Score
Remarks (why these scores?)
11